Programme Management Intern - PMO

Vienna

Organization: UNOPS - United Nations Office for Project Services
Location: Vienna
Grade: Internship - Internship
Occupational Groups:
- Project and Programme Management
Closing Date: Closed

Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian, and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement, and infrastructure services to a wide range of governments, donors, and United Nations organizations. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical, and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

AUMCO (Austria Multi Country Office)

The Austria Multi-Country Office (AUMCO) is part of the UNOPS Europe and Central Asia Region (ECR). Specifically, AUMCO aims to enable achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in the Balkans, South Caucasus, and Central Asia, focused on:

Infrastructure
Procurement
Project Management (full service, back on track)
HR and Transactional Services
Grants Management
Technical and Advisory Services
Project Information

The primary role of Programme Management Office (PMO) is to provide AUMCO with the structures, tools and techniques needed to ensure effective governance, management, decision making and resourcing at the portfolio level, including when it comes to project development, inception and delivery.
In doing so, the PMO works to ensure that project management policies, processes and methods are followed and practiced according to the organization standards, while acting as the overall Quality Assurance capacity, covering both the substantive and administrative elements of projects, under the AUMCO business units on behalf of senior management. The PMO strongly contributes to moving the Multi Country/Country Office toward achieving its priorities and objectives.

The functions and services of the PMO include:

Strategic Planning & Portfolio Management Support: Facilitating the planning/development, operationalization and delivery of projects, programmes and portfolios.
Delivery oversight support: Ensuring UNOPS projects adhere to laid down policies, methodologies, and guidelines including coordinating the quarterly assurance tasks, performing monthly compliance checks and coordination project board governance reviews.
Best Practices: Facilitating the application of UNOPS standards in project management, encouraging consistent working practices and ensuring appropriate application.

Functional Responsibilities

At UNOPS, interns join our teams as equal members and are offered a good mix of support work and independent assignments with substantial responsibility.

Under the direct supervision of the Programme Management Office - Specialist (PMO), the intern role is to support the activities aimed at increasing project management office capacity.

1. Duties and Responsibilities
The main functions of the Programme Management Office (PMO) Intern include:

Providing support to the Programme Management Office Team with the extraction and collection of data from different sources. Assist in the analysis and structuring of data, and compiling periodic updates to management.
Support in conducting periodic project health checks of projects against an established success criteria, coordinating the quarterly and monthly assurance of projects, as well as improving the Project Management maturity within the MCO.
Provide support to PMO in setting up regular and ad-hoc meetings; prepare minutes and summaries of actions to be taken, and track progress on planned issues and follow-up with focal points.
Assist in coordinating knowledge sharing sessions, as required, in terms of preparing learning materials, presentation slides etc.
Assist with the compilation and distribution of progress reports, lessons learned and best practice; and periodic newsletters.
Support in developing program management dashboards, updating and administering of the dashboard.
Prepare analysis reports, data visualization and other resources to support the PMO Team and the Head of Programme in monitoring and decision making.
Support in the harmonization of Programme Management Office templates and rollout of tools. Support in documentation management processes through review of projects’ documentations.
Supporting the PMO in providing routine oversight and analysis of project financial data within the available dashboards and oneUNOPS tools available.
Assist in rolling out of the capacity building and training plan on program management.
Support in the design and roll-out of necessary systems and processes to strengthen programme management.
Participate in HoP or PMO-led meetings and initiatives with the aim of building experience around Project Management. Perform support duties by taking meeting minutes during senior management meetings. Meeting preparation.
Provide administrative support to the Head of Programme when required.
Perform other tasks as assigned by the supervisor.

2. Learning elements

The incumbent will have full access to the AUMCO portfolio project files, in particular to files and products developed in the context of the implemented activities at the country level.
The incumbent will also have full access to UNOPS intranet, the Project ERP system and the Communities of Practice (COPs) in Project Management, Gender Mainstreaming, Innovation and Research, Sustainable Infrastructure, etc.
The incumbent will have the opportunity to join any relevant high-level meetings, and get exposure to key stakeholders such as other UN agencies (UNFCCC, UNEP, UNDP, UNU), several country and multi-partner donors, international non-governmental organizations and representatives from country beneficiary.

3. Participation in training courses

The incumbent will have access to the UNOPS Learning Zone and can access training in Programme Management, Gender Mainstreaming, Coaching, and mandatory training as per UNOPS policy.

Education/Experience/Language requirements

Education

The applicant should have completed a Minimum First level university degree (Bachelor’s or equivalent) , or be enrolled in a postgraduate program or have graduated from such studies within three (3) years prior to the start date of the intern assignment.
Area of study should preferably relate to International Affairs, Social Sciences, Business Administration, Project Management or Engineering background with some programme management experience is desirable.
Prior project management certification is highly desirable.

Internship - Related Experiences

While no prior work experience is required, some experience in programme/project management, administration or related fields would be an asset.

Language Requirements

Excellent command of written and spoken English is required.
Any other UN language would be an asset.

Computer Literacy

Proficiency in Microsoft Office/Google Suite is essential, in particular for the preparation of PowerPoint/Google Slides presentations and performing basic functions on Excel/Google Sheets.
Experience in Google Data Studio is desirable.

Additional requirements

Ability to maintain regular updates of activities and achievements.
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

Contract type, level and duration - Internship

Contract type: Internship
Contract level: N/A
Contract duration: 6 months, with possibility of extension for up to 12 months

This internship is not designed to lead to a staff position with UNOPS. Therefore, there should be no expectation of employment at the end of the internship.

Interns are eligible for a monthly stipend from UNOPS provided that they do not receive funds from other institutions. Further, UNOPS may provide a one time travel lumpsum for relocation (if applicable). However, they must make their own arrangements for accommodation, travel and necessary visa arrangements.

For more details about UNOPS internships please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Internships-and-volunteering.aspx

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Information

Please note that UNOPS does not accept unsolicited resumes.
Applications received after the closing date will not be considered.
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.